CONTRACT 3698 Professional Services Agreement CLOSED�fk 8 -,�
PROFESSIONAL SERVICES AGREEMENT
BETWEEN
THE CITY OF EL SEGUNDO AND
EMERGENCY PLANNING CONSULTANTS
This AGREEMENT is entered into this e day of April, 2007, by and between the CITY OF
EL SEGUNDO, a municipal corporation and general law city ("CITY") and EMERGENCY
PLANNING CONSULTANTS, a sole proprietor ( "CONSULTANT").
1. CONSIDERATION.
A. As partial consideration, CONSULTANT agrees to perform the work listed in the
SCOPE OF SERVICES, below;
B. As additional consideration, CONSULTANT and CITY agree to abide by the terms
and conditions contained in this Agreement;
C. As additional consideration, CITY agrees to pay CONSULTANT a sum not to
exceed FIFTEEN THOUSAND DOLLARS ($15,000) for CONSULTANT's
services. CITY may modify this amount as set forth below. Unless otherwise
specified by written amendment to this Agreement, CITY will pay this sum as
specified in the attached Exhibit `B," which is incorporated by reference.
2. SCOPE OF SERVICES.
A. CONSULTANT will perform services listed in the attached Exhibit "A," which is
incorporated by reference.
B. CONSULTANT will, in a professional manner, furnish all of the labor, technical,
administrative, professional and other personnel, all supplies and materials,
equipment, printing, vehicles, transportation, office space and facilities, and all tests,
testing and analyses, calculation, and all other means whatsoever, except as herein
otherwise expressly specified to be furnished by CITY, necessary or proper to perform
and complete the work and provide the professional services required of
CONSULTANT by this Agreement.
3. PERFORMANCE STANDARDS. While performing this Agreement, CONSULTANT will use
the appropriate generally accepted professional standards of practice existing at the time of performance
utilized by persons engaged in providing similar services. CITY will continuously monitor
CONSULTANT's services. CITY will notify CONSULTANT of any deficiencies and
CONSULTANT will have fifteen (15) days after such notification to cure any shortcomings to CITY's
satisfaction. Costs associated with curing the deficiencies will be borne by CONSULTANT.
-1-
f9 8
x a
4. PAYMENTS. For CITY to pay CONSULTANT as specified by this Agreement,
CONSULTANT must submit a detailed invoice to CITY which lists the hours worked and hourly rates
for each personnel category and reimbursable costs (all as set forth in Exhibit "B ") the tasks
performed, the percentage of the task completed during the billing period, the cumulative percentage
completed for each task, the total cost of that work during the preceding billing month and a
cumulative cash flow curve showing projected and actual expenditures versus time to date.
5. NON - APPROPRIATION OF FUNDS. Payments due and payable to CONSULTANT for
current services are within the current budget and within an available, unexhausted and unencumbered
appropriation of the CITY. In the event the CITY has not appropriated sufficient funds for payment
of CONSULTANT services beyond the current fiscal year, this Agreement will cover only those costs
incurred up to the conclusion of the current fiscal year.
6. ADDITIONAL WORK.
A. CITY's city manager ("Manager') may determine, at the Manager's sole
discretion, that CONSULTANT must perform additional work ( "Additional
Work! to complete the Scope of Work. If Additional Work is needed, the Manager
will give written authorization to CONSULTANT to perform such Additional
Work.
B. If CONSULTANT believes Additional Work is needed to complete the Scope of Work,
CONSULTANT will provide the Manager with written notification that contains a
specific description of the proposed Additional Work, reasons for such Additional
Work, and a detailed proposal regarding cost.
C. Payments over $10,000 for Additional Work must be approved by CITY's city council.
All Additional Work will be subject to all other terms and provisions of this Agreement.
7. FAMILIARITY WITH WORK.
A. By executing this Agreement, CONSULTANT agrees that it has:
i. Carefully investigated and considered the scope of services to be performed;
ii. Carefully considered how the services should be performed; and
iii. Understands the facilities, difficulties, and restrictions attending performance
of the services under this Agreement.
B. If services involve work upon any site, CONSULTANT agrees that CONSULTANT has
or will investigate the site and is or will be fully acquainted with the conditions there
existing, before commencing the services hereunder.
-2-
Should CONSULTANT discover any latent or unknown conditions that may
materially affect the performance of the services, CONSULTANT will immediately
inform CITY of such fact and will not proceed except at CONSULTANT's own risk
until written instructions are received from CITY.
8. TERM. The term of this Agreement will be from April 4, 2007 to April 4, 2008. Unless
otherwise determined by written amendment between the parties, this Agreement will terminate in
the following instances:
A. Completion of the work specified in Exhibit "A";
B. Termination as stated in Section 16.
9. TIME FOR PERFORMANCE.
A. CONSULTANT will not perform any work under this Agreement until:
i. CONSULTANT furnishes proof of insurance as required under Section 23 of
this Agreement; and
ii. CITY gives CONSULTANT a written notice to proceed.
B. Should CONSULTANT begin work on any phase in advance of receiving written
authorization to proceed, any such professional services are at CONSULTANT's own
risk.
10. TIME EXTENSIONS. Should CONSULTANT be delayed by causes beyond
CONSULTANT's control, CITY may grant a time extension for the completion of the contracted
services. If delay occurs, CONSULTANT must notify the Manager within forty -eight hours (48
hours), in writing, of the cause and the extent of the delay and how such delay interferes with the
Agreement's schedule. The Manager will extend the completion time, when appropriate, for the
completion of the contracted services.
11. CONSISTENCY. In interpreting this Agreement and resolving any ambiguities, the main body of
this Agreement takes precedence over the attached Exhibits; this Agreement supersedes any conflicting
provisions. Any inconsistency between the Exhibits will be resolved in the order in which the Exhibits
appear below:
A. Exhibit A: Scope of Work;
B. Exhibit B: Compensation Schedule
12. CHANGES. CITY may order changes in the services within the general scope of this
Agreement, consisting of additions, deletions, or other revisions, and the contract sum and the
-3-
8
contract time will be adjusted accordingly. All such changes must be authorized in writing, executed
by CONSULTANT and CITY. The cost or credit to CITY resulting from changes in the services
will be determined in accordance with written agreement between the parties.
13. TAXPAYER IDENTIFICATION NUMBER. CONSULTANT will provide CITY with a
Taxpayer Identification Number.
14. PERMITS AND LICENSES. CONSULTANT, at its sole expense, will obtain and maintain
during the term of this Agreement, all necessary permits, licenses, and certificates that may be
required in connection with the performance of services under this Agreement.
15. WAIVER. CITY's review or acceptance of, or payment for, work product prepared by
CONSULTANT under this Agreement will not be construed to operate as a waiver of any rights
CITY may have under this Agreement or of any cause of action arising from CONSULTANT's
performance. A waiver by CITY of any breach of any term, covenant, or condition contained in this
Agreement will not be deemed to be a waiver of any subsequent breach of the same or any other
term, covenant, or condition contained in this Agreement, whether of the same or different
character.
16. TERMINATION.
A. Except as otherwise provided, CITY may terminate this Agreement at any time with
or without cause.
B. CONSULTANT may terminate this Agreement at any time with CITY's mutual
consent. Notice will be in writing at least thirty (30) days before the effective
termination date.
C. Upon receiving a termination notice, CONSULTANT will immediately cease
performance under this Agreement unless otherwise provided in the termination
notice. Except as otherwise provided in the termination notice, any additional work
performed by CONSULTANT after receiving a termination notice will be performed
at CONSULTANT" own cost; CITY will not be obligated to compensate
CONSULTANT for such work.
D. Should termination occur, all finished or unfinished documents, data, studies, surveys,
drawings, maps, reports and other materials prepared by CONSULTANT will, at
CITY's option, become CITY's property, and CONSULTANT will receive just and
equitable compensation for any work satisfactorily completed up to the effective date
of notice of termination, not to exceed the total costs under Section 1(Q.
E. Should the Agreement be terminated pursuant to this Section, CITY may procure on
its own terms services similar to those terminated.
F. By executing this document, CONSULTANT waives any and all claims for damages
that might otherwise arise from CITY's termination under this Section.
-4-
49 8
V
17. OWNERSHIP OF DOCUMENTS. All documents, data, studies, drawings, maps, models,
photographs and reports prepared by CONSULTANT under this Agreement are CITY's property.
CONSULTANT may retain copies of said documents and materials as desired, but will deliver all
original materials to CITY upon CITY's written notice. CITY agrees that use of CONSULTANT's
completed work product, for purposes other than identified in this Agreement, or use of incomplete
work product, is at CITY's own risk.
18. PUBLICATION OF DOCUMENTS. Except as necessary for performance of servic under
this Agreement, no copies, sketches, or graphs of materials, includin g graphic art work, prepared
pursuant to this Agreement, will be released by CONSULTANT to any other person or public CITY
without CITY's prior written approval. All press releases, including graphic display information to
be published in newspapers or magazines, will be approved and distributed solely by CITY, unless
otherwise provided by written agreement between the parties.
19. INDEMNIFICATION.
A. CONSULTANT agrees to the following:
i. Indemnification for Professional .Services. CONSULTANT will save harmless
and indemnify and at CITY's request reimburse defense costs for CITY
and all its officers, volunteers, employees and representatives from and
against any and all suits, actions, or claims, of any character whatever,
brought for, or on account of, any injuries or damages sustained by any
person or property resulting or arising from any negligent or wrongful
act, error or omission by CONSULTANT or any of CONSULTANT's
officers, agents, employees, or representatives, in the performance of this
Agreement.
Indemnification for other Damages. CONSULTANT indemnifies and
holds CITY harmless from and against any claim, action, damages, costs
H. (including, without limitation, attorney's fees), injuries, or liability,
arising out of this Agreement, or its performance. Should CITY be
named in any suit, or should any claim be brought against it by suit or
otherwise, whether the same be groundless or not, arising out of this
Agreement, or its performance, CONSULTANT will defend CITY (at
CITY's request and with counsel satisfactory to CITY) and will
indemnify CITY for any judgment rendered against it or any sums paid
out in settlement or otherwise.
B. For purposes of this section "CITY" includes CITY's officers, officials, employees,
agents, representatives, and certified volunteers.
C. It is expressly understood and agreed that the foregoing provisions will survive
termination of this Agreement.
-5-
V
D. The requirements as to the types and limits of insurance coverage to be maintained by
CONSULTANT as required by Section 23, and any approval of said insurance by
CITY, are not intended to and will not in any manner limit or qualify the liabilities
and obligations otherwise assumed by CONSULTANT pursuant to this Agreement,
including, without limitation, to the provisions concerning indemnification.
20. ASSIGNABILITY. This Agreement is for CONSULTANT's professional services.
CONSULTANT's attempts to assign the benefits or burdens of this Agreement without CITY's
written approval are prohibited and will be null and void.
21. INDEPENDENT CONTRACTOR. CITY and CONSULTANT agree that CONSULTANT
will act as an independent contractor and will have control of all work and the manner in which is it
performed. CONSULTANT will be free to contract for similar service to be performed for other
employers while under contract with CITY. CONSULTANT is not an agent or employee of CITY
and is not entitled to participate in any pension plan, insurance, bonus or similar benefits CITY
provides for its employees. Any provision in this Agreement that may appear to give CITY the right to
direct CONSULTANT as to the details of doing the work or to exercise a measure of control over
the work means that CONSULTANT will follow the direction of the CITY as to end results of the
work only.
22. AUDIT OF RECORDS. CONSULTANT will maintain full and accurate records with respect
to all services and matters covered under this Agreement. CITY will have free access at all
reasonable times to such records, and the right to examine and audit the same and to make transcript
therefrom, and to inspect all program data, documents, proceedings and activities. CONSULTANT
will retain such financial and program service records for at least three (3) years after termination or
final payment under this Agreement.
23. INSURANCE.
A. Before commencing performance under this Agreement, and at all other times this
Agreement is effective, CONSULTANT will procure and maintain the following types
of insurance with coverage limits complying, at a minimum, with the limits set forth
below:
Commercial general liability: $1,000,000
Professional Liability $1,000,000
Business automobile liability $500,000
Workers compensation Statutory requirement
B. Commercial general liability insurance will meet or exceed the requirements of
-6-
24. USE OF SUBCONTRACTORS. CONSULTANT must obtain CITY's prior written approval to
use any consultants while performing any portion of this Agreement. Such approval must approve of
the proposed consultant and the terms of compensation.
25. INCIDENTAL TASKS. CONSULTANT will meet with CITY monthly to provide the status on
the project, which will include a schedule update and a short narrative description of progress during
the past month for each major task, a description of the work remaining and a description of the work
to be done before the next schedule update.
26. NOTICES. All communications to either party by the other party will be deemed made when
received by such party at its respective name and address as follows:
-7-
ISO -CGL Form No. CG 00 01 1185, 88 or equivalent. The amount of insurance set
forth above will be a combined single limit per occurrence for bodily injury, personal
injury, and property damage for the policy coverage. Liability policies will be endorsed
to name CITY, its officials, and employees as "additional insureds" under said
insurance coverage and to state that such insurance will be deemed "primary" such
that any other insurance that may be carried by CITY will be excess thereto. Such
endorsement must be reflected on ISO Form No. CG 20 10 1185 or 88, or equivalent.
Such insurance will be on an "occurrence," not a "claims made," basis and will not be
cancelable or subject to reduction except upon thirty (30) days prior written notice to
CITY.
C.
Professional liability coverage will be on an "occurrence basis" if such coverage is
available, or on a "claims made" basis if not available. When coverage is provided on a
"claims made basis," CONSULTANT will continue to renew the insurance for a period
of three (3) years after this Agreement expires or is terminated. Such insurance will
have the same coverage and limits as the policy that was in effect during the term of this
Agreement, and will cover CONSULTANT for all claims made by CITY arising out of
any errors or omissions of CONSULTANT, or its officers, employees or agents during
the time this Agreement was in effect.
D.
Automobile coverage will be written on ISO Business Auto Coverage Form CA 00 01
06 92, including symbol 1 (Any Auto).
E.
CONSULTANT will furnish to CITY duly authenticated Certificates of Insurance
evidencing maintenance of the insurance required under this Agreement and such other
evidence of insurance or copies of policies as may be reasonably required
by CITY from time to time. Insurance must be placed with insurers with a current A.M.
Best Company Rating equivalent to at least a Rating of "A:VII."
F.
Should CONSULTANT, for any reason, fail to obtain and maintain the insurance
required by this Agreement, CITY may obtain such coverage at CONSULTANT's
expense, and deduct the cost of such insurance from payments due to CONSULTANT
under this Agreement or terminate pursuant to Section 16.
G.
Should CONSULTANT, for any reason, fail to obtain and maintain the Professional
Liability Insurance beyond the time this Agreement is in effect, the CITY may
obtain such coverage at the CITY's expense.
24. USE OF SUBCONTRACTORS. CONSULTANT must obtain CITY's prior written approval to
use any consultants while performing any portion of this Agreement. Such approval must approve of
the proposed consultant and the terms of compensation.
25. INCIDENTAL TASKS. CONSULTANT will meet with CITY monthly to provide the status on
the project, which will include a schedule update and a short narrative description of progress during
the past month for each major task, a description of the work remaining and a description of the work
to be done before the next schedule update.
26. NOTICES. All communications to either party by the other party will be deemed made when
received by such party at its respective name and address as follows:
-7-
4 ' a
If to CONSULTANT: If to CITY:
Emergency Planning Consultants City of El Segundo — City Clerk
3665 Ethan Allen Avenue 350 Main Street, Room 5
San Diego, CA 92117 El Segundo, CA 90245 -3813
Attention: Carolyn J. Harshman, President Attention: Fire Chief
Any such written communications by mail will be conclusively deemed to have been received by
the addressee upon deposit thereof in the United States Mail, postage prepaid and properly addressed as
noted above. In all other instances, notices will be deemed given at the time of actual delivery. Changes
may be made in the names or addresses of persons to whom notices are to be given by giving notice in
the manner prescribed in this paragraph.
27. CONFLICT OF INTEREST. CONSULTANT will comply with all conflict of interest laws
and regulations including, without limitation, CITY's conflict of interest regulations.
28. SOLICITATION. CONSULTANT maintains and warrants that it has not employed nor
retained any company or person, other than CONSULTANT's bona fide employee, to solicit or secure
this Agreement. Further, CONSULTANT warrants that it has not paid nor has it agreed to pay any
company or person, other than CONSULTANT's bona fide employee, any fee, commission,
percentage, brokerage fee, gift or other consideration contingent upon or resulting from the award or
making of this Agreement. Should CONSULTANT breach or violate this warranty, CITY may
rescind this Agreement without liability.
29. THIRD PARTY BENEFICIARIES. This Agreement and every provision herein is
generally for the exclusive benefit of CONSULTANT and CITY and not for the benefit of any other
patty. There will be no incidental or other beneficiaries of any of CONSULTANT's or CITY's
obligations under this Agreement.
30. INTERPRETATION. This Agreement was drafted in, and will be construed in accordance
with the laws of the State of California, and exclusive venue for any action involving this agreement
will be in Los Angeles County.
31. COMPLIANCE WITH LAW. CONSULTANT agrees to comply with all federal, state, and
local laws applicable to this Agreement.
32. ENTIRE AGREEMENT. This Agreement, and its Attachments, sets forth the entire
understanding of the parties. There are no other understandings, terms or other agreements
expressed or implied, oral or written. There are ( ) Attachments to this Agreement. This Agreement
will bind and inure to the benefit of the parties to this Agreement and any subsequent successors and
assigns.
33. RULES OF CONSTRUCTION. Each Party had the opportunity to independently review this
Agreement with legal counsel. Accordingly, this Agreement will be construed simply, as a whole, and
in accordance with its fair meaning; it will not be interpreted strictly for or against either Party.
-8-
49 8
34. SEVERABILITY. If any portion of this Agreement is declared by a court of competent
jurisdiction to be invalid or unenforceable, then such portion will be deemed modified to the extent
necessary in the opinion of the court to render such portion enforceable and, as so modified, such
portion and the balance of this Agreement will continue in full force and effect.
35. AUTHORITY/MODIFICATION. The Parties represent and warrant that all necessary action
has been taken by the Parties to authorize the undersigned to execute this Agreement and to engage in the
actions described herein. This Agreement may be modified by written amendment. CITY's executive
manager, or designee, may execute any such amendment on behalf of CITY.
36. ACCEPTANCE OF FACSIMILE SIGNATURES. The Parties agree that this Agreement,
agreements ancillary to this Agreement, and related documents to be entered into in connection with
this Agreement will be considered signed when the signature of a party is delivered by facsimile
transmission. Such facsimile signature will be treated in all respects as having the same effect as an
original signature.
3 7. CAPTIONS. The captions of the paragraphs of this Agreement are for convenience of
reference only and will not affect the interpretation of this Agreement.
3 8. TIME IS OF ESSENCE. Time is of the essence for each and every provision of this
Agreement.
39. FORCE MAJEURE. Should performance of this Agreement be prevented due to fire, flood,
explosion, acts of terrorism, war, embargo, government action, civil or military authority, the natural
elements, or other similar causes beyond the Parties' reasonable control, then the Agreement will
immediately terminate without obligation of either party to the other.
40. STATEMENT OF EXPERIENCE. By executing this Agreement, CONSULTANT represents
that it has demonstrated trustworthiness and possesses the quality, fitness and capacity to perform the
Agreement in a manner satisfactory to CITY. CONSULTANT represents that its financial
resources, surety and insurance experience, service experience, completion ability, personnel,
current workload, experience in dealing with private consultants, and experience in dealing with
public agencies all suggest that CONSULTANT is capable of performing the proposed contract and
has a demonstrated capacity to deal fairly and effectively with and to satisfy a public CITY.
[Signatures on next page]
M
m
3 �1
e✓t v
IN WITNESS WHEREOF the parties hero have exec td fins cor&Rd the day and year first
hereinabove written.
CITY OF EL SEGUNDO
a gener"w city.
Jeff t *ifi -t, City Manager
ATTEST:
Cindy Mortes ,
City Clerk o
APPROVED
MARK D. H
By:
Karl H. Berger, Assistant fe
�3mey
Attorney
W
EMERGENCY PLANNING
CONSULTANTS a sole pro etor.
PAA
President
Secretary
Taxpayer ID No. 5-99 —sq — (oq(pz)
a
I� l61AN;
Emergency
Planning
Consultants
January 29, 2007
Chief Kevin Smith
Fire Department
City of El Segundo
This letter is in response to your Request for Proposal concerning preparation of a Hazard
Mitigation Plan for the City of El Segundo.
Qualifications
r►, Emergency Planning Consultants (EPC) is pleased to present this proposal for the
development of a Hazard Mitigation Plan. EPC President Carolyn J. Harshman possesses;
the outstanding qualifications required to facilitate the development of the Plan for the
City of El Segundo. EPC's emergency management, land use planning, risk assessment
and mitigation expertise, including experience with city, county, and state governments
provides EPC with a unique advantage at assisting the City in successfully completing this
proj ect.
Current and past experience with Hazard Mitigation Plans includes the City of Long
Beach, City of Carlsbad, the County of San Diego (participating as private citizen
volunteer), and many other cities and school districts in Southern California. Emergency
Planning Consultants Hazard Mitigation Plan past and present clients include:
City of Artesia City of Bellflower
City of Carlsbad City of Carson
City of Cerritos
City of Cudahy
City of Downey
City of Hawaiian Gardens
City of Huntington Park
City of La Mirada
City of Lynwood
City of Norwalk
City of Rolling Hills
City of Santa Fe Springs
City of South Gate
City of Compton
City of Culver City
City of El Monte
City of Hermosa Beach
City of La Habra Heights
City of Long Beach
City of Maywood
City of Rancho Palos Verdes
City of Rolling Hills Estates
City of South El Monte
City of Vernon
("ity of Whittier
Compton Unified School District
bast Whittier City School District
Los Nietos School District
Palos Verdes Unified School District
"an Diego Unified School District
Whittier City School District
3t9 8
V
ABC Unified School District
Covina-Valley Unified School District
El Camino Community College District
Little Lake City School District
San Diego Community College District
South Whittier School District
Whittier Union High School District
Ms. Harshman is a land use subject - matter expert in FEMA's Recovery from Disaster
Course, with offerings at the Emergency Management Institute and other locations
throughout the country. In addition, Ms. Harshman is an instructor and subject -matter
expert in the area of land use planning and recovery for the California Specialized
- raining Institute.
Prior to working in the field of emergency management, Ms. Harshman had a combined
:1,0 -year career as a city, regional, and redevelopment planner for the County of San Diego,
City of San Diego, and Southeastern Economic Development Corporation. In her role as
E. land use planner,
Ms. Harshman prepared General Plan Amendments, Community
I lans, Zoning Ordinance revisions, and conducted hundreds of community meetings.
Identifying land development constraints and mitigation techniques are skills of Ms.
Iiarshman that have been refined over the past two decades.
�lthough Ms. Harshman provides all o. f the face -to -face consulting services including
r s
iacilitations and public meetings, Emergency Planning Consultants has immediate access
to numerous qualified subcontractors and technical specialists to assist with plan
development, should the need arise.
Proposal
.he Hazard Mitigation Plan will be developed in compliance with the requirements of
DMA 2000 and all FEMA Region IX clarifications and interpretations issued since the
DMA 2000 guidance materials were published. Building on those materials, the
i bllowing methodology will be utilized:
QA Planning Tools have been developed by EPC that will significantly decrease the
amount of jurisdictional staff time required for completion of the Hazard Mitigation
Plan. A questionnaire developed by EPC will be utilized to expedite the gathering of
documents and data required to complete the Plan draft. Most of the data collection
needs associated with this project will be accomplished through utilization of the
questionnaire.
Planning Team Meeting - Kick -off with the Planning Team made up of key
departmental representatives (recommend City Manager's Office Emergency Services
nt Fire
Coordinator, Finance Department, Public Works Department, Police Departme
Department, Planning Department, Building Inspection Department, Engineering
Department). The purpose of the Kick -Off Meeting is to gather pertinent documents,
2
't
U�
review timelines and project expectations. conduct an initial risk assessment of the
jurisdiction, and discuss opportunities for public involvement. The EPC questionnaire
will be distributed to the City's Point of Contact prior to the meeting to allow for a
productive meeting.
Data Collection related to the Hazard Identification, Risk Assessment, and
Vulnerability Analysis portion of the Hazard Mitigation Plan will be conducted by
EPC. Interviews with the Planning Team will be over the telephone or via email. On
as as- needed basis.. interviews may also involve other government or technical
resources.
Mapping activities will be the responsibility of the jurisdiction with guidance
provided from EPC. DMA 2000 requires that hazards and critical facilities be
documented in the Hazard Mitigation Plan. EPC recommends that the maps be
generated by the jurisdiction's existing mapping function (i.e. GIS) and to draw from
existing mapping capabilities.
Hazard Analysis will be prepared by EPC based on best available data and will
comply with State of California Office of Emergency Services standards, DMA 2000
requirements, and FEMA clarifications. It is anticipated that any existing risk
assessment data, hazard analysis studies, mitigation plans, and General
(Comprehensive) Plan will be provided by the jurisdiction. Supplemental data
collection required to satisfy DMA 2000 Guidelines (contained in FEMA 386 -1, 386-
2, 386 -3, and 386 -7) will be coordinated between EPC and the Point of Contact for the
jurisdiction. Utilizing information regarding recent disasters and other existing
resources, EPC will conduct additional research to identify all relevant hazards that
may affect the jurisdiction.
Planning Team Meeting - Mitigation Measures will be dedicated to selecting,
assigning and scheduling the recommended Mitigation Actions. Another planning
tool developed by EPC is a comprehensive list of mitigation actions from a wide
variety of jurisdictional plans. This comprehensive list expedites the process of the
Planning Team selecting appropriate mitigation actions for the jurisdiction. The
Mitigation Actions will be categorized by hazard, assigned to a coordinating agency to
ensure implementation, and plotted on a timeline.
Draft Hazard Mitigation Plan will be mailed to the Point of Contact and will include
1 hard copy and 1 CD of the Draft Plan for distribution and review by the Planning
Team.
Planning Team Meeting — STAPLEE will focus on reviewing the Plan draft and
prioritizing the mitigation measures. FEMA - recommended tool known as STAPLE E
(Social, Technical, Administrative, Political, Legal, Economic, and Environmental).
The STAPLEE tool is a process used to prioritize contemplated actions. Following
the meeting, EPC will incorporate all of the revision recommendations and will mail I
hard copy and 1 CD to the Point of Contact for distribution to outside review agencies;.
3t 9
V
Finalization will include a presentation by EPC to the jurisdiction's decision makers
(i.e. City Council) at one public meeting. EPC will complete any necessary revisions
to the Plan based on input by the City Council. Three copies of the Final Draft Hazard
Mitigation Plan will be mailed to the jurisdiction for submission and approval by
California OES and FEMA. Additional public meetings and any required FEMA
revisions will be charged on a time and materials basis ($150/hour + travel expenses).
Cost
Emergency Planning Consultants will complete the above mentioned tasks for a total of
515,000 (this total reflects one year of professional liability insurance coverage).
,UTangements for payment will be negotiated as a part of the contracting process. This
proposal is in effect through March 31, 2007.
A 20% discount will be offered to each jurisdiction in the event a contract involves an
adjoining jurisdiction or special district. As an example, if the City of El Segundo joins
With another City, each of the jurisdictions will be charged $12,000 to participate on the
Planning Team. For that charge, each of the contracting entities would receive separate
Hazard Mitigation Plans. (Note: Special Districts - including school districts - are also
required to prepare Hazard Mitigation Plans.)
Should you have any questions concerning this proposal or other required tasks, please
contact me at (858) 483 -4626.
Respectfully,
'f �'dA'FF A•.. y Fi,
Carolyn J. Harshman, President
1mergency Planning Consultants
:665 Ethan Allen Avenue
San Diego, CA 92117
(858) 483 -4626, office
(858) 483 -2862, fax
epc@pacbell.net
Attachment: Schedule A — 1.29.07
4
9
,T
Emergency Planning Consultants —
EXIIBITS A & B
Populations /Service Areas less than 100,000
SCOPE OF WORK & SCHEDULE OF PERFORMANCE
Option 1 — Cif as Sole Participant
Task #1 -1 Planning Team Meeting - Kick -Off.
✓ Prepare materials and facilitate the first Hazard Mitigation
Planning Team meeting made up of key City representatives
Schedule First Month of Contract
Cost $2,500
Task #1 -2 Prepare Draft Local Hazard Mitigation Plan - Hazard Analysis.
✓ Analyze data and documents collected at the Kick -Off
Meeting. Conduct additional research as necessary and
prepare Draft Hazard Analysis, consisting of four
components:
• Identifies the hazards.
• Profile the hazards
r ■ Develop a community profile.
■ Conduct a vulnerability assessment and estimate losses.
Schedule Second Month of Contract
Cost $2,500
Task #1 -3 Planning Team Meeting — Mitigation Measures.
✓ Discuss Draft Hazard Analysis and solicit input. Present
City - prepared maps to Planning Team for review and input.
Utilizing planning tools developed by Emergency Planning
Consultants, facilitate the process of establishing a Mitigatior
Strategy, including the following components:
• Mitigation Goals
• Identification of Possible Mitigation Activities
• Assign responsibilities and timelines for Mitigation
Activities
Schedule Third Month of Contract
Cost $2,500
Task #14 Prepare Draft Local Hazard Mitigation Plan — Mitigation
Actions.
January 29, 2007
13mergency Planning Consultants —
171 HIBITS A 8 B
Y
✓ Based on the discussions and recommendations from the
Final Planning Team Meeting, complete the Draft Local
Hazard Mitigation Plan.
;schedule Fourth Month of Contract
Cost $2,500
"Fask #1 -5 Planning Team Meeting — Prioritization.
✓ Establish an Implementation Strategy which identifies how
the mitigation recommendations will be integrated into City
General Plans, City Capital Improvement Plans, City Zoning
and Building Codes.
✓ Prioritize Activities utilizing FEMA-recom mended STAPLEE
Worksheet
i Develop an Action Plan
:schedule Fifth Month of Contract
Cost $2,500
°i ask #1 -6 Participate in Public Meeting /Hearing and Submit Final Draft
Hazard Mitigation Plan.
✓ Draft Plan is out for review during the fifth month of the
contract. During the sixth month, assist with preparation of
staff report and presentation materials and participate in one
public meeting /hearing (i.e. Planning Commission, City
Council). Incorporate recommendation into the Plan as
directed at the public meeting /hearing. Submit Final Local
Hazard Mitigation Plan to City's Point of Contact.
Schedule Sixth Month of Contract (Review Period)
Seventh Month of Contract (Decision Maker Meeting and Submit
Final Draft Plan)
Cost $2,500
option 1 — City as Sole Participant
Grand Total = $15,000
option 2 Adjoining City /District (reflects 20% discount)
Fask #2 -1 Conduct Kick -Off Meeting.
W ✓ Prepare materials and facilitate the first Hazard Mitigation
Planning Team meeting made up of key City representatives,
2
anuary 29, 2007
0
Emergency Planning Consultants —
EXHIBITS A & B
as well as representatives of other cities /districts on the
Planning Team.
Schedule First Month of Contract
Cost $2,000
Task #2 -2 Prepare Draft Local Hazard Mitigation Plan - Hazard Analysis.
✓ Analyze data and documents collected at the Kick -Off
Meeting. Conduct additional research as necessary and
prepare Draft Hazard Analysis, consisting of four
components:
• Identifies the hazards.
• Profile the hazards
• Develop a community profile.
• Conduct a vulnerability assessment and estimate losses.
Schedule Second Month of Contract
Cost $2,000
Task #2 -3 Conduct Final Planning Team Meeting.
✓ Discuss Draft Hazard Analysis and solicit input. Present
City - prepared maps to Planning Team for review and input.
Utilizing planning tools developed by Emergency Planning
Consultants, facilitate the process of establishing a Mitigatior
Strategy, including the following components:
• Mitigation Goals
• Identification of Possible Mitigation Activities
• Prioritize Activities
• Develop an Action Plan
✓ Establish an Implementation Strategy which identifies how
the mitigation recommendations will be integrated into City
General Plans, City Capital Improvement Plans, City Zoning
and Building Codes.
Schedule Third Month of Contract
Cost $2,000
Task #2 -4 Prepare Draft Local Hazard Mitigation Plan — Mitigation
Actions.
✓ Based on the discussions and recommendations from the
Final Planning Team Meeting, complete the Draft Local
Hazard Mitigation Plan.
January 29, 2007
1?mergency Planning Consultants —
]?XHIBITS A & B
:Schedule Fourth Month of Contract
Cost $2,000
'cask #2 -5 Planning Team Meeting — Prioritization.
✓ Establish an Implementation Strategy which identifies how
the mitigation recommendations will be integrated into City
General Plans, City Capital Improvement Plans, City Zoning
and Building Codes.
✓ Prioritize Activities utilizing FEMA- recommended STAPLEE
Worksheet
■ Develop an Action Plan
✓ Finalize Draft Plan based on input from Planning Team.
:Schedule Fifth Month of Contract
Cost $2,000
'!7 ask #2 -6 Participate in Decision Maker Meeting and Submit Final Draft
Hazard Mitigation Plan.
✓ Draft Plan is out for review during the fifth month of the
contract. During the sixth month, assist with preparation of
staff report and presentation materials and participate in one
decision maker meeting (i.e. Planning Commission, City
Council). Incorporate recommendation into the Plan as
directed at the public meeting /hearing. Submit Final Local
Hazard Mitigation Plan to City's Point of Contact.
:Schedule Sixth Month of Contract (Review Period)
Seventh Month of Contract (Decision Maker Meeting and Submit
Final Draft Plan)
cost $2,000
Option 2 — Joint Project with Adjoining City /District
Grand Total = $12,000
Option 3 — Additional Services Flat Fee
°!cask #3 -1 Participate in additional Decision Maker Meeting.
✓ Assist with preparation of staff report and presentation
materials and participate in one decision maker meeting (i.e.
Planning Commission or City Council).
4
anuary 29, 2007
cm
3
Emergency Planning Consultants —
EXHIBITS A & B
Schedule Unknown
Cost $1,200 per Public Hearing
Task #3 -2 Design and Facilitate Planning Team all -day Meeting.
Schedule Unknown
Cost $2,400 per Meeting
Task #3 -3 Design and Facilitate a Public Workshop.
✓ Design and facilitate a 2 -4 hour Public Workshop with focus
on educating the public and soliciting input.
Schedule Unknown
Cost $2,400 per Workshop
Task #3 -4 Incorporate recommendations from additional Planning Team
Meeting, Public Workshop, or Decision Maker Meeting into the
Local Hazard Mitigation Plan.
✓ Incorporate recommendations from Meeting or Workshop
into the Local Hazard Mitigation Plan.
Schedule Unknown
Cost $150 per hour labor
Option 4 — Additional Services Time and Materials
Task #4 -1 Provide additional services on an as- needed basis.
✓ Assist City on an as- needed basis and be reimbursed for
Time and Materials. Any and all costs associated with
providing the service will be reimbursed. Services could
include, but not be limited to: facilitation of additional
Planning Team meetings, participation at additional Decision
Maker Meetings, assistance with Public Workshops, or
preparation of any required Plan revisions based on review
by California OES or FEMA.
Schedule Unknown
Labor (one -
Cost $150 per hour way only for travel time); Hotel, Meals,
Travel, and Mileage (2007 GSA Per Diem Rates); other Materials
(office supplies, etc.) as required.
January 29; 2007